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Your roadmap to legally compliant time recording

By: Stefan Erber Created: 05.01.2026

Companies today face the task of implementing time recording in a legally traceable yet practical way. What is needed are solutions that meet requirements for documentation, transparency, and verifiability while remaining reliable in everyday work.

This roadmap shows what matters for practical implementation — from basic requirements and suitable recording methods to the selection of appropriate solutions.

Companies that establish clear processes early can reduce the need for later adjustments and minimize evidentiary risks, while ensuring greater transparency around working hours, overtime, and breaks.

Legal classification at a glance

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The obligation to record working time results from current case law and already applies today. Companies must provide a system that enables working hours to be recorded reliably and traceably.
The specific legal framework is still being discussed. You can find a detailed overview in our article on the mandatory recording of working time.

What matters now is setting up time recording properly and not waiting for further detailed regulations.

Obligation recognized — now what? Requirements for effective time recording

To ensure that time recording works reliably in everyday operations, a number of basic requirements must be met.
The main focus is practical implementation within the company.

Requirement	Practical significance
Complete recording	Working hours are documented continuously — regardless of work location
Consistent rules	Same requirements for office work, remote work, and field service
Traceability	Time entries remain transparent and auditable
Central availability	Data can be easily evaluated and reviewed
Data privacy	Access and storage are regulated and protected
Breaks and corrections	Breaks, subsequent entries, and corrections are documented traceably

Only when these points are met does time recording become not just an obligation, but a reliable everyday process.

Your roadmap for implementation in 5 steps

1. Clarify requirements
Which working models exist in the company — office, production, remote work, field service, or hybrid teams?

2. Define rules
Start, end, breaks, corrections, and approvals should be regulated consistently and traceably.

3. Select recording methods
Depending on the working model, stationary terminals, mobile recording via app or web, or combined solutions may be suitable.

4. Review data privacy and integration
Access rights, retention, reporting, and interfaces to payroll, HR systems, or access control should be clarified at an early stage.

5. Organize implementation and operation
Employees should know how to record, correct, and approve time entries. This turns time recording from a mandatory process into a stable everyday workflow.

Which forms of time recording have proven effective in practice

The challenge usually does not lie in the recording itself, but in meaningfully mapping different working models. The key is that time recording remains consistent and traceable despite different ways of working.

Stationary time recording

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Stationary time recording

Area of use: Office & administration, production & warehouse

Function: Time entries via terminals on site, as well as recording when employees clock in and out

Benefits: Clear and traceable time entries, as well as high reliability in everyday operations

Mobile time recording

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Mobile time recording

Area of use: Remote work, field service, mobile workplaces

Function: Recording via app or web, usable regardless of location

Benefits: High flexibility and easy integration into existing workflows

Practical example: hybrid time recording

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Practical example: hybrid time recording

Initial situation: Combination of office-based and mobile employees

Solution: On-site terminals combined with a mobile app

Result: Consistent time recording across all working models

Especially with hybrid working models, it becomes clear whether a time recording solution really works in everyday operations.

Are you facing the task of setting up or adapting your time recording?

We show you which steps make sense now and what suitable digital time recording for your requirements can look like.

Sicherheit und Integration als entscheidende Faktoren

Time recording should not be viewed in isolation. Only through integration into existing systems can it be used efficiently and reliably.

Integration:
Connection to payroll, HR systems, or access control reduces manual processes and ensures consistent data.
Security:
Working time data must be stored traceably and protected against unauthorized access.
At the same time, changes should be documented and access rights clearly regulated. This includes clear role and permission concepts, change logging, and defined retention and deletion processes.

Only when integration and security are considered together can time recording be operated reliably over the long term.

Suitable solutions for practical implementation

Depending on the requirements, different solutions may be suitable for practical implementation. The decisive factor is the coordinated interaction of the individual products.

Time recording terminals

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Modern technology and a customizable interface.

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DEXICON

Software for access control and time tracking with an SAP interface.

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Access managers

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The INTUS ACMs control connected readers and door contacts.

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Access reader

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We offer the right access readers for every installation type and application.

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Identification media

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RFID cards and transponders for time recording and access control – PCS offers a wide selection.

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Conclusion

The right time recording solution is not created by technology alone, but through clear processes, practical rules, and a solution that fits the company and its workflows. Companies that clearly define these points early create the foundation for an implementation that works in everyday operations and remains sustainable over the long term.

Digital time recording can help document working hours traceably, simplify reporting, and make existing processes more efficient.

Your roadmap to legally compliant time recording

Legal classification at a glance

Obligation recognized — now what? Requirements for effective time recording

Your roadmap for implementation in 5 steps

Which forms of time recording have proven effective in practice

Are you facing the task of setting up or adapting your time recording?

Sicherheit und Integration als entscheidende Faktoren

Suitable solutions for practical implementation

Conclusion

Our expert for time recording

Your PCS Contact

Your roadmap to legally compliant time recording

Obligation recognized — now what? Requirements for effective time recording

Your roadmap for implementation in 5 steps

Are you facing the task of setting up or adapting your time recording?

Suitable solutions for practical implementation

Conclusion

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Your PCS Contact